Business-First Creatives: Client Experience & Systems for Service Providers

Colie James
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  • Entrepreneurship
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Business-First Creatives is a podcast for photographers and creative service providers who want to build a profitable, sustainable business without drowning in admin work, client experience chaos, or systems that let you down. This show delivers clear, actionable conversations around marketing, CRM workflows, client communication, Dubsado and Honeybook automation, Airtable systems, and workflow strategies, giving photographers and creative entrepreneurs the systems that scale, operational clarity, and strategic, human-first client experiences they need to build streamlined, referral-worthy business operations that don't require working 24/7. If you're tired of babysitting your inbox, chasing down contracts, or watching your workflows break the moment you look away, this show will help you move beyond "figuring it out as you go" and toward a creative business that brings you joy and a paycheck. This podcast provides answers to questions like: How do I automate my client journey without losing the personal touch? What CRM workflows do photographers and creative businesses need? How can I use Dubsado or Honeybook to streamline my client experience? What systems do photographers need to save time and deliver exceptional client experiences? How do I reduce admin time in my creative service business? Why do my workflows keep letting me down (and how do I fix them)? How can I build a profitable creative business that brings me joy and a paycheck? What's the best way to communicate with clients throughout their journey? How do I create systems that work even when I'm not babysitting them? How can I map my client journey to convert more inquiries into bookings? Hosted by Colie James, a Dubsado Certified Specialist, Honeybook Educator, and Workflow and Automations Guru with 10+ years helping creatives systemize their businesses—this show delivers practical, no-BS guidance for photographers and creative entrepreneurs who are ready to streamline their client journey, automate their operations, and make money from their craft. If you're done dropping balls and ready to build a business-first creative operation with systems that scale, you're in the right place. Find out more about Systems in Session ➡️ https://coliejames.com/systems-in-session

  1. 11 hr ago

    I Built a Custom Client Portal in 7 Days (And Deleted Half My Tech Stack)

    I recorded this one live on the last day of week two of my birthday sabbatical, and it published about ten minutes after I stopped talking. Because I spent the last seven days — on roughly four hours of sleep a night — building a custom client portal that replaced Airtable, Fillout, Notion, Google Docs, and Google Sheets in my business. What started as "let me move my AI assistants out of ChatGPT" turned into a full app where my clients log in, map their client journey, draft their emails, submit support tickets, send me voice notes, and do their weekly check-ins. I had a fully deployed version in 12 hours after telling myself since February that I needed time to plan it. I also knocked South Dakota off my list (47 states down, 3 to go), and I get into the irony of doing the exact thing I tell y'all not to do with your own systems. Demo and debrief coming to the blog soon. Get on the list so you don't miss it: coliejames.com/subscribe Work with me: Systems in Session | The Experience Edit

  2. 1 day ago

    How to Use Human Design for Better Business Storytelling with Breanna Owen

    Have you ever wondered why some stories feel effortless to tell while others never seem to land? In this episode, I'm sitting down with Breanna Owen to explore how Human Design can completely change the way we approach storytelling in our businesses. Instead of trying to tell every story or following someone else's content formula, we're diving into how your Human Design can help you identify the stories you're naturally meant to tell—and why those stories create stronger connections with your audience. Mentioned in this Episode Episode 254: Using Human Design to Transform Your Business Strategy with Breanna Owen Episode 216: Energetic Email Strategy for Connection & Conversion with Breanna Owen Episode 277: How Human Design Is Influencing the Way We Do Business with Sabrina Gebhardt Episode 299: Done-for-You vs. Done-with-You: Which Model Fits Your Business? with Brittany Herzberg Connect with Breanna Website: owenyourmark.com Grab the Email Type Freebie: owenyourmark.com/energy-type-email-playbook Instagram: instagram.com/owenyourmark

    How to Use Human Design for Better Business Storytelling with Breanna Owen

  3. 30 Jul

    Your Origin Story Is Your Marketing Superpower: Here's How to Tell It with Megan Yelaney

    Most business owners think they need a dramatic transformation story to connect with their audience. In this episode, I sit down with Megan Yelaney to unpack one of the most overlooked pieces of effective marketing: your origin story. We explore why so many entrepreneurs struggle to tell their story, how to identify the version that's most relevant to your current audience, and why authenticity will always outperform trying to sound impressive. Along the way, I found myself reflecting on my own business evolution (from photography to systems strategy) and realizing that my story has changed just as much as my business has. If you've ever wondered whether your story is "interesting enough," this conversation will completely change how you think about marketing. Find It Quickly 00:25 - Meet Megan 01:48 - Why Origin Stories Matter 03:23 - Megan’s Career Pivot 06:03 - Pretty Awkward Goes Viral 08:03 - Twins and Business Reset 10:30 - Colie’s Professor Edge 16:00 - Not Dramatic Enough 21:32 - Choosing Your Story 25:06 - Beyond Your Own Story 26:59 - Case Studies That Convert 28:33 - Organizing Client Proof 32:29 - Who Gets the Credit 34:34 - Reusing Testimonials Smartly 37:40 - Where to Share It 40:56 - hort Form to Long Form 43:08 - Stories Beat Teaching Mentioned in this Episode Brittany Herzberg: brittanyherzberg.com Done-for-You vs. Done-with-You: Which Model Fits Your Business? with Brittany Herzberg SEO is Everywhere: Optimizing Your Content with Brittany Herzberg Embracing Workflows & Automations in Your CRM: HoneyBook Case Study with Brittany Herzberg SEO through Case Studies | Simple SEO Series with Brittany Herzberg (Part 3) Jordan Gill: instagram.com/systemssavedme Connect with Megan Website: meganyelaney.com Instagram: instagram.com/meganyelaney Business Story Blueprint: meganyelaney.com/business-story-blueprint Business Not As Usual: meganyelaney.com/podcast

    Your Origin Story Is Your Marketing Superpower: Here's How to Tell It with Megan Yelaney

  4. 24 Jul

    Can You Cut Your Client Management Time in Half Without Losing the Personal Touch?

    Hey y'all, it's Colie. I'm popping back in after two weeks of guest episodes to talk about something that's been shifting in my business — and honestly, in how I think about systems altogether. I recently noticed a real shift in who's showing up to work with me, and it sent me down a rabbit hole of rethinking how I talk about automation, personalization, and what I actually deliver for clients. That rethink turned into a new framework I'm calling Human by Design — the idea that you can automate the hell out of your client experience and still have it feel personal, present, and led by you. I'm walking through what changed, why "automate everything" shouldn't be THE goal, and how you can start applying this in your own systems — plus, I'm announcing a free training where I'll break the whole thing down. In this episode: Why I've moved away from "automate everything that can be automated"The real difference between personal and manual (they're not the same thing)An inside look at how I'm rethinking my own offers and sales pagesDetails on my free training, Human by Design — August 20th at 11 AM MT Sign up for the free training: coliejames.com/human Join the waitlist for The Experience Edit: coliejames.com/experience

  5. 23 Jul

    The Pop-Up Studio Strategy That Builds Long-Term Photography Clients with David Enloe

    What if giving away something for free was actually the smartest marketing move you could make? In this episode, I'm joined by David Enloe, who shares how a simple idea born during the uncertainty of COVID transformed into one of the most effective marketing strategies I've heard for photographers. What started as a way to meet people in a brand-new city has grown into a long-term client acquisition system that continues to generate premium bookings years later. Instead of chasing social media algorithms or relying on paid ads, David built his business through free pop-up photography experiences at local community events. We dive into why this strategy works, how it builds trust, and why nurturing relationships over time can outperform short-term marketing tactics. Find It Quickly 00:24 - Meet David 01:50 - Origin Story During COVID 05:13 - Why Its Free Marketing 10:38 - Delivery Pricing And Timeline 14:33 - Reviews And Community Building 20:00 - Business Partnerships And Events 22:45 - Who This Works Best For 28:00 - Logistics Finding Venues Mentioned in this Episode: Pop-Up Studio Guide: the-enloe-creative.myflodesk.com/popup-studio-guide Applying the Rule of 7 with Dayna Schaaf: coliejames.com/applying-the-rule-of-7-with-dayna-schaaf You Can Build Authority & Visibility Without Shaking It on Social Media with Kylie Kelly: coliejames.com/you-can-build-authority-visibility-without-shaking-it-on-social-media-with-kylie-kelly How to Grow Your Email List as a Photographer at In-Person Events with Tiffany Crenshaw: coliejames.com/growing-your-email-list-at-in-person-events-with-tiffany-crenshaw Connect with David Website: theenloecreative.com Instagram: instagram.com/theenloecreative

    The Pop-Up Studio Strategy That Builds Long-Term Photography Clients with David Enloe

  6. 16 Jul

    Building a Custom Notion Dashboard: How I Streamlined My Entire Business with Ania Ha

    What if the systems slowing down your business aren't your workflows, but the software you're forcing yourself to use? In this episode, I'm joined by Notion consultant and workflow strategist Ania Ha to pull back the curtain on the custom Notion workspace she built for my business. We talk about everything from team management and automations to the growing conversation around replacing traditional CRMs with personalized systems built in Notion. I share what it was like hiring someone to build my systems for the first time, how that experience completely changed the way I think about my own clients, and why I believe the best tech stack isn't always the one with the most features—it's the one that actually fits the way your brain works. Find It Quickly: 00:25 - Meet Ania 05:38 - Instagram Widget 09:17 - Why Clients Hire Her 13:11 - Learning Notion as a Client 19:36 - Toggles and Dashboard Design 21:47 - Team Tracking and Databases 25:45 - CRM Alternatives Debate 28:58 - Simple CRM Starts 30:18 - Zapier and Breakpoints 31:54 - Frankenstack vs Scaling 33:44 - Notion Client Portals 35:43 - Notion Pricing Advantage 36:51 - Team Workflow Automation 41:49 - DIY Automation Tweaks 44:00 - Notion Second Brain 46:23 - Design Views and Tables 49:39 - Mobile App and Shortcuts 50:26 - Ask an Expert Mentioned in this Episode: Notion: notion.com Dubsado: coliejames.com/dubsado HoneyBook: coliejames.com/honeybook Airtable: airtable.com Google Workspace: workspace.google.com Zapier: zapier.com TidyCal: tidycal.com Descript: descript.com/?lmref=0HiLlg Loom: loom.com Metricool: metricool.com Canva: canva.com The Subscriber Society: latitudelane.com/subscribe-society Launch Your Own Way: cominguproses.co/products/lyow Connect with the Guest: Website: shecreatesmgmt.com Instagram: instagram.com/shecreatesmgmt Threads: threads.com/@shecreatesmgmt Tiktok: tiktok.com/@shecreatesmgmt

    Building a Custom Notion Dashboard: How I Streamlined My Entire Business with Ania Ha

  7. 14 Jul

    Business Bestie Chat: Q3 – 2026 with Sabrina Gebhardt

    What do you do when the strategies that used to work… suddenly don't? In our Q3 Business Bestie Chat, Sabrina and I are getting real about what it looks like to navigate a season of uncertainty in business—even after years of experience. We're sharing an honest conversation about shifting markets, changing client behavior, and why staying grounded is so important. With nearly 29 years of combined entrepreneurial experience, we've both found ourselves asking hard questions this summer. Instead of pretending everything is perfect, we're pulling back the curtain on what it's like to adapt, trust the process, and keep moving forward when business feels different than it did even a year ago. Find It Quickly 00:24 - Biz Bestie Chat 02:34 - Colie Offer Pivot 04:30 - Replacing Sales Calls 05:36 - Sabrina Summer Camp 08:55 - Root to Rise Revamp 11:38 - Systems in Session Tweaks 14:23 - Ads Strategy 17:04 - New Freebie Waitlists 21:22 - Launch Ethics Drama 23:31 - Root to Rise Launch Results 29:37 - Colie Launch Timing 32:18 - Summer Launch Experience 33:35 - Price Versus Trust Objections 37:38 - Micro Wins Build Confidence 39:01 - Trial Week Idea 42:09 - Pricing and Logistics 49:13 - Audits as Downsell 51:44 - New Fall Retainer Offer 53:01 - Serving Q3 and Q4 Plans 54:03 - Sharing Client Wins Mentioned in this Episode: Systems in Session: coliejames.com/systems-in-session The Experience Edit: coliejames.com/the-experience-edit Root to Rise: sabrinagebhardt.com/mastermind-waitlist First Class Lounge: sabrinagebhardt.com/membership Summer Camp: sabrina-gebhardt.myflodesk.com/summercamp Our Quarterly Business Bestie Chats: Q2 2026: coliejames.com/business-bestie-chat-q2-2026-with-sabrina-gebhardt Q1 2026: coliejames.com/business-bestie-chat-q1-2026-with-sabrina-gebhardt Q4 2025: coliejames.com/business-bestie-chat-q4-2025-with-sabrina-gebhardt Q3 2025: sabrinagebhardt.com/podcast/q3-business-besties-chat-with-colie-james Q2 2025: sabrinagebhardt.com/podcast/q2-2025-business-bestie-chat-with-colie-james Q1 2025: sabrinagebhardt.com/podcast/128-q1-2025-business-bestie-chat Q4 2024: sabrinagebhardt.com/podcast/q4-business-bestie-chat-with-colie-james Q3 2024: sabrinagebhardt.com/podcast/q3-business-besties-chat-with-colie-james Q2 2024: sabrinagebhardt.com/podcast/88-q2-business-besties-chat-with-colie-james Q1 2024: sabrinagebhardt.com/podcast/75-quarterly-business-chat-with-colie-james Connect with Sabrina Website: sabrinagebhardt.com Instagram: instagram.com/sabrinagebhardtphotography Podcast: sabrinagebhardt.com/podcast

    Business Bestie Chat: Q3 – 2026 with Sabrina Gebhardt

  8. 10 Jul

    The Experience Edit Isn't Just for "Established" Photographers — Here's Why

    If you've been telling yourself you're not "ready" for better systems yet, this one's for you. In this episode, Colie talks directly to the newer photographers and service providers in her audience — the ones with fewer clients, hesitant to raise their prices, and using a CRM that just isn't built for automation yet. She breaks down exactly what The Experience Edit is, who it's actually for (spoiler: you don't need a specific CRM, or even to be a photographer), and why mapping your client journey now — before busy season hits — will save you time, stress, and a whole lot of second-guessing later. The Experience Edit starts Monday. Grab your spot at coliejames.com/experience.

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About

Business-First Creatives is a podcast for photographers and creative service providers who want to build a profitable, sustainable business without drowning in admin work, client experience chaos, or systems that let you down. This show delivers clear, actionable conversations around marketing, CRM workflows, client communication, Dubsado and Honeybook automation, Airtable systems, and workflow strategies, giving photographers and creative entrepreneurs the systems that scale, operational clarity, and strategic, human-first client experiences they need to build streamlined, referral-worthy business operations that don't require working 24/7. If you're tired of babysitting your inbox, chasing down contracts, or watching your workflows break the moment you look away, this show will help you move beyond "figuring it out as you go" and toward a creative business that brings you joy and a paycheck. This podcast provides answers to questions like: How do I automate my client journey without losing the personal touch? What CRM workflows do photographers and creative businesses need? How can I use Dubsado or Honeybook to streamline my client experience? What systems do photographers need to save time and deliver exceptional client experiences? How do I reduce admin time in my creative service business? Why do my workflows keep letting me down (and how do I fix them)? How can I build a profitable creative business that brings me joy and a paycheck? What's the best way to communicate with clients throughout their journey? How do I create systems that work even when I'm not babysitting them? How can I map my client journey to convert more inquiries into bookings? Hosted by Colie James, a Dubsado Certified Specialist, Honeybook Educator, and Workflow and Automations Guru with 10+ years helping creatives systemize their businesses—this show delivers practical, no-BS guidance for photographers and creative entrepreneurs who are ready to streamline their client journey, automate their operations, and make money from their craft. If you're done dropping balls and ready to build a business-first creative operation with systems that scale, you're in the right place. Find out more about Systems in Session ➡️ https://coliejames.com/systems-in-session

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